Our policies

This privacy policy explains what personal information The Ethereal Learning Foundation (ELF) collects through our website and our booking app, why we collect it, how we look after it, and the choices and rights you have. It should be read alongside our GDPR policy and our safeguarding and online safety policy statements below.

Who we are

The Ethereal Learning Foundation is a constituted community group based in Arnold, Nottingham. We are the "data controller" for the information described here, which means we decide how it is used and we are responsible for keeping it safe. We are registered with the Information Commissioner's Office (ICO). Our Responsible Person for data protection is our founder and Chair, Deb Haddon.

You can contact us about anything in this policy at ethereallearningfoundation@gmail.com.

Using our website

You can read our website without telling us who you are. The website does not use advertising or tracking cookies, and we do not use analytics tools to follow you around the web. Our website host keeps short-term technical logs (such as your device's internet address and the pages requested) to keep the site running and secure.

If you email us, we use your name, email address and anything you tell us to reply to you. If you follow a link to our Facebook or Instagram pages, those sites have their own privacy policies.

Using our booking app

Parents and carers use the ELF booking app to book sessions for their children. When you sign up and use it, we collect:

• your name, email address and mobile number, and a password (stored in a scrambled form we cannot read)
• for each child: their name, date of birth, any allergies and medical notes, and an emergency contact name and phone number
• your bookings, your child's attendance, and whether sessions have been paid for
• messages we send you through the app, and your notification settings
• if you turn on phone notifications, a technical address for your phone so it can receive them. This is deleted when you turn notifications off or sign out.

Information about allergies and medical needs is health information, which the law treats as especially sensitive. We only collect it so we can keep your child safe at our sessions, and we ask for your clear permission (a consent tick box when you sign up) before we store it.

Why we use your information

• To take and manage bookings and payments for our sessions. Our legal basis for this is contract: we need it to provide the sessions you book.
• To keep children safe while they are with us, including knowing about allergies, medical needs and who to call in an emergency. For health details our legal basis is your explicit consent, which you can withdraw at any time.
• To contact you about your bookings, changes to sessions and important information. Our legal basis is contract.
• To meet our safeguarding duties. Where we have a concern about a child's safety, we may share information with the relevant authorities as set out in our safeguarding policy. Our legal basis for this is legal obligation or vital interests.

We never sell your information, we never use it for advertising, and we will not send you marketing messages.

Photographs

We only use photographs or videos of children and families, on our website, social media or in our newsletters, after we have your written permission, and only for the purpose you agreed to. You can withdraw that permission at any time.

Who can see your information

Inside the booking app, each parent can only see their own family's details. Only Deb, as the app's administrator, can see information for all families. ELF members only see personal information when they need it to run sessions safely.

We use a small number of trusted companies to run our website and app. They only process your information on our instructions:

• Supabase stores the booking app's database, in London.
• Netlify hosts our website and booking app.
• Google provides our email.
• Brevo sends app emails such as reminders and password resets (being set up).
• Google and Apple deliver app notifications to Android phones and iPhones, if you turn them on.
• Stripe will process card payments from January 2027. ELF never sees or stores your full card details.

Some of these companies are based outside the UK. Where your information is handled outside the UK, it is protected by safeguards approved under UK data protection law.

Keeping your information safe

Your information is protected by secure sign-in, encrypted connections and access controls, so people can only see what they are allowed to see. Any paper records are kept in a locked cabinet. The booking app stores only a sign-in token on your phone so you stay logged in.

How long we keep it

We keep your account and your children's details for as long as you use our sessions. If you close your account, or have not booked for 12 months, we will delete your family's details, except for any records we must keep by law, such as payment records for accounting (usually up to 6 years) or records relating to a safeguarding concern.

Your rights

You have the right to:

• ask for a copy of the information we hold about you and your children
• ask us to correct anything that is wrong or out of date
• ask us to delete your information
• ask us to limit how we use it, or object to how we use it
• withdraw your consent at any time, for example for health details or photographs
• ask for your information in a format you can take elsewhere.

To use any of these rights, email Deb at ethereallearningfoundation@gmail.com. We will reply within one month.

If you are unhappy with how we have handled your information, please talk to us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes to this policy

We review this policy every year and whenever we change how we use personal information. The latest version will always be on this page.

This policy was last updated on 29 October 2026.

The purpose and scope of this policy statement

The purpose of this policy statement is:

• to protect children and young people who receive ELF’s services from harm. This includes the children of adults who use our services
• to provide staff, practitioners, members, and volunteers, as well as children and young people and their families, with the overarching principles that guide our approach to child protection.

This policy applies to anyone working on behalf of ELF, including officers of the management committee, paid practitioners, members, volunteers, sessional workers, and students.

Legal framework

This policy has been drawn up based on legislation, policy and guidance that seeks to protect children in England. A summary of the key legislation is available from nspcc.org.uk/learning.

Supporting documents

This policy statement should be read alongside our organisational policies, procedures, guidance, and other related documents.

• Photography and sharing images guidance
• Online safety
• Health and safety

We believe that:

• Children and young people should never experience abuse of any kind
• We have a responsibility to promote the welfare of all children and young people, to keep them safe and to practise in a way that protects them.

We recognise that:

• the welfare of children is paramount in all the work we do and in all the decisions we take all children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm or abuse
• some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues
• working in partnership with children, young people, their parents, carers, and other agencies is essential in promoting young people’s welfare.

We will seek to keep children and young people safe by:

• valuing, listening to and respecting them
• appointing a nominated child protection lead for children and young people
• adopting child protection and safeguarding best practice through our policies, procedures, and code of conduct for officers, practitioners, members, and volunteers
• providing effective management for officers, practitioners, members and volunteers through supervision, support, training, and quality assurance measures so that all officers, practitioners, members, and volunteers know about and follow our policies, procedures, and behaviour codes confidently and competently
• ensuring anyone working on behalf of ELF has completed and passed safeguarding training (on an annual basis)
• recruiting and selecting staff, practitioners, members, and volunteers safely, ensuring all necessary checks are made
• ensuring anyone working on behalf of ELF reads and understands the KCSiE document
• recording, storing, and using information professionally and securely, in line with data protection legislation and guidance
• sharing information about safeguarding and good practice with children and their families via leaflets, posters, group work and one-to-one discussions
• making sure that children, young people, and their families know where to go for help if they have a concern
• using our safeguarding and child protection procedures to share concerns and relevant information with agencies who need to know, and involving children, young people, parents, families, and carers appropriately
• using our procedures to manage any allegations against officers, practitioners, members, and volunteers appropriately
• creating and maintaining an anti-bullying environment and ensuring that we have a policy and procedure to help us deal effectively with any bullying that does arise
• ensuring that we provide a safe physical environment for our children, young people, staff, practitioners, members, and volunteers, by applying health and safety measures in accordance with the law and regulatory guidance
• building a safeguarding culture where staff and volunteers, children, young people, and their families, treat each other with respect and are comfortable about sharing concerns.

Contact details

Nominated child protection lead

Name: Deb Haddon (Chair)

Phone/email: ethereallearningfoundation@gmail.com

We are committed to reviewing our policy and good practice annually.

This policy was last reviewed in October 2026.

This policy should be read alongside ELF’s policies and procedures on child protection and safeguarding.

The Ethereal Learning Foundation works with young people, families, vulnerable people and relevant organisations as part of its activities.

The purpose of this policy statement is to:

• ensure the safety and wellbeing of children and young people is paramount when adults, young people or children are using the internet, social media or mobile devices
• provide staff, practitioners, members and volunteers with the overarching principles that guide our approach to online safety
• ensure that, as an organisation, we operate in line with our values and within the law in terms of how we use online devices.

The policy statement applies to all staff, practitioners, members, volunteers, young people and anyone involved in ELF’s activities.

This policy has been drawn up based on legislation, policy and guidance that seeks to protect children in England. Summaries of the key legislation and guidance are available on:

• online abuse learning.nspcc.org.uk/child-abuse-and-neglect/online-abuse
• bullying learning.nspcc.org.uk/child-abuse-and-neglect/bullying
• child protection learning.nspcc.org.uk/child-protection-system

We believe that:

• children, young people and vulnerable people should never experience abuse of any kind
• children, young people and adults should be able to use the internet for education and personal development, but safeguards need to be in place to ensure they are kept safe at all times.

We recognise that:

• the online world provides everyone with many opportunities; however, it can also present risks and challenges
• we have a duty to ensure that all children, young people, and adults involved in our organisation are protected from potential harm online
• we have a responsibility to help keep children and young people safe online, whether or not they are using ELF’s network and devices
• all children, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation, have the right to equal protection from all types of harm or abuse
• working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare and in helping young people to be responsible in their approach to online safety.

We will seek to keep children & young people safe by:

• appointing an online safety coordinator
• providing clear and specific directions to staff, practitioners, members and volunteers on how to behave online through our behaviour code
• supporting and encouraging the young people using our service to use the internet, social media and mobile phones in a way that keeps them safe and shows respect for others
• supporting and encouraging parents and carers to do what they can to keep their children safe online
• providing an online safety agreement for use with young people and their parents/carers
• developing clear and robust procedures to enable us to respond appropriately to any incidents of inappropriate online behaviour, whether by an adult or a child/young person
• reviewing and updating the security of our information systems regularly
• ensuring that usernames, logins, email accounts and passwords are used effectively
• ensuring personal information about the adults and children who are involved in our organisation is held securely and shared only as appropriate
• ensuring that images of children, young people and families are used only after their written permission has been obtained, and only for the purpose for which consent has been given
• providing supervision, support and training for staff, practitioners and volunteers about online safety
• examining and risk assessing any social media platforms and new technologies before they are used within the organisation.

If online abuse occurs, we will respond to it by:

• having clear and robust safeguarding procedures in place for responding to abuse (including online abuse)
• providing support and training for all staff and volunteers on dealing with all forms of abuse, including bullying/cyberbullying, emotional abuse, sexting, sexual abuse and sexual exploitation
• making sure our response takes the needs of the person experiencing abuse, any bystanders and our organisation as a whole into account
• reviewing the plan developed to address online abuse at regular intervals, to ensure that any problems have been resolved in the long term.

Related policies and procedures

This policy statement should be read alongside our organisational policies and procedures, including:

• Safeguarding
• Photography and image sharing guidance

Contact details

Online safety co-ordinator

Name: Deb Haddon (Chair)

Phone/email: ethereallearningfoundation@gmail.com

Senior lead for safeguarding and child protection

Name: Deb Haddon (Chair)

Phone/email: ethereallearningfoundation@gmail.com

We are committed to reviewing our policy and good practice annually.

This policy was last reviewed in October 2026.

ELF is committed to the health, safety and welfare of all those involved with the organisation. ELF is also committed to ensuring that all activities undertaken by the organisation are carried out with due regard for the health and safety of all involved.

Our statement of general policy is:

• To provide adequate control of the health and safety risks arising from our work activities
• To maintain safe and healthy working conditions, including risk assessments of any premises/facilities used for activities/events, applicable requirements and the options available
• To provide appropriate resources as a means of ensuring ongoing improvement in the Health and Safety performance within the organisation (responsibility of management committee)
• To ensure that effective and appropriate instruction is given to all sub-contractors, members and others as required to perform any activities safely and without risk
• To review and revise our health and safety statement and procedures as necessary at regular intervals.

This policy will be reviewed on an annual basis by the Management Committee.

Definitions

The Foundation means The Ethereal Learning Foundation, a constituted community group

GDPR means the General Data Protection Regulation.

Responsible Person means Deb Haddon.

Register of Systems means a register of all systems or contexts in which personal data is processed by The Ethereal Learning Foundation.

1. Data Protection Principles

The Foundation is committed to processing data in accordance with its responsibilities under the GDPR.

Article 5 of the GDPR requires that personal data shall be:

1. processed lawfully, fairly and in a transparent manner in relation to individuals.
2. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.
3. adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed.
4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased, or rectified without delay.
5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organisational measures.”

2. General Provisions

1. This policy applies to all personal data processed by the Foundation.
2. The Responsible Person shall take responsibility for the Foundation’s ongoing compliance with this policy.
3. This policy shall be reviewed at least annually.

3. Lawful, Fair and Transparent Processing

1. To ensure its processing of data is lawful, fair, and transparent, the Foundation shall maintain a Register of Systems.
2. The Register of Systems shall be reviewed at least annually.
3. Individuals have the right to access their personal data and any such requests made to the Foundation shall be dealt with in a timely manner.

4. Lawful Purposes

1. All data processed by the Foundation must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
2. The Foundation shall note the appropriate lawful basis in the Register of Systems.
3. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
4. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Foundation’s systems.

5. Data Minimisation

1. The Foundation shall ensure that personal data are adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed.

6. Accuracy

1. The Foundation shall take reasonable steps to ensure personal data is accurate.
2. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

7. Archiving/Removal

1. To ensure that personal data is kept for no longer than necessary, the Foundation shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
2. The archiving policy shall consider what data should/must be retained, for how long, and why.

8. Security

1. The Foundation shall ensure that personal data is stored securely using modern software that is kept-up to date or in a locked cabinet if paper copies are kept.
2. Access to personal data shall be limited to personnel who need access, which includes members of the Ethereal Learning Foundation ONLY, and appropriate security should be in place to avoid unauthorised sharing of information.
3. When personal data is deleted, this should be done safely such that the data is irrecoverable.
4. Appropriate back-up and disaster recovery solutions shall be in place.

9. Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Foundation shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).

This policy will be reviewed on an annual basis by the Management Committee.

Date of last review: October 2026

Our commitment and vision

We are committed to ensuring equality of opportunity and fairness in all areas and to valuing the dignity and diversity of our officers, members, practitioners, volunteers and people living within our local communities.

Our commitment lies at the heart of our promise to provide outstanding service by maintaining the highest standards of professional excellence. We are committed to providing opportunities for individuals to reach their full potential, regardless of age, gender, marital status, race or ethnicity, nationality, disability, religion or religious or other beliefs, sexual orientation, social or educational background or family or care responsibilities.

Our Values

• Integrity
• Respect
• Accountability and Personal Responsibility
• Personal Growth and Well Being
• Trust
• Commitment to outstanding service

This policy is driven by the above values.

Scope of the policy

This policy applies to all officers, members, trainees, work experience students, contractors and consultants as well as potential new members. This policy aims to challenge discrimination in all areas of the organisation.

This policy covers the following matters:

• Selection, learning and development and promotion

• Disability

• Procurement

It accepts and reiterates our responsibilities under UK anti-discrimination and equality legislation and the Human Rights Act 1998.

Selection and opportunity

ELF will ensure that information about any opportunities is circulated as widely as possible in the circumstances to ensure that it reaches all sections of the community. All applications are welcomed and are considered for selection for an opportunity within the organisation regardless of age, gender, marital status, race or ethnicity, nationality, disability, religion or religious or other beliefs, sexual orientation, social or educational background or family or care responsibilities.

We continue to monitor progress in promoting equality in our selection procedures.

We aim to provide everyone with the appropriate learning and development opportunities to enable them to improve their performance. Opportunities for learning and development are available to everyone who is a member of the organisation.

Accessibility

We will:

Ensure working, workshop and activity spaces are accessible to all those who wish to be involved

Seek to remove or alter any barriers to selection or workshop participation

Make reasonable adjustments to selection arrangements, the working environment to ensure that no-one is placed at an unreasonable disadvantage

Procurement

We aim to ensure that the organisation reflects and meets the needs of the community and incorporates equal opportunities into all areas of work. We will ensure that the purchasing of any goods, services and facilities reflects our commitment to equality and diversity. We will ensure that diverse communities have appropriate opportunities in competing for contracts to comply with anti-discrimination responsibilities and best practice on diversity issues.

This policy will be reviewed on an annual basis by the Management Committee.

Summary

The Constitution of: The Ethereal Learning Foundation.

The name of the organization will be The Ethereal Learning Foundation (ELF)

The Ethereal Learning Foundation is a not-for-profit organization, meaning there is no earning of profits for its owners. Any monies donated to or otherwise accessed by (grants etc.) ELF is used to fulfill the organisation’s aims and objectives, including keeping it running. Any money received is not distributed to its members, shareholders, or owners.

Aim and Objectives

Aim

The aim of the group will be to organize and deliver educational sessions, and services to support the holistic development of young people, families, schools and other individuals and relevant organisations. This will include a particular focus on personal, social, physical, mental and emotional development to positively impact self-awareness, health, wellbeing and enabling young people to thrive.

Objectives/delivery/outcomes

• Early intervention to help build social and emotional skills essential for life and learning
• Improve health and wellbeing by providing information regarding tools/techniques to implement (self-care, mindset etc)
• Increase awareness of healthy living environments and behaviours
• Design and deliver innovative and relevant services to support individuals and groups in communities
• Deliver high quality facilitation of specific programmes and interventions to meet the needs of communities
• Utilise funding and other resources to maximise sustainability of improved health, wellbeing and holistic development.

Powers

In order to achieve it aims the Group may:

• Collect, obtain, receive, and raise money by contributions, donations, grants, and any other lawful method to fulfill the aims of the Group
• Open bank accounts in the name of the Group
• Take out insurance in the name of the Group
• Sub-contract appropriate practitioners (including members) to provide a professional service and carry out the work on behalf of The ELF (these practitioners must declare liability for own taxes, National Insurance, and public liability insurance)
• Acquire and manage buildings in the name of the Group
• Organise courses and events
• Work with other groups (local authorities, voluntary organisations, educational establishments) and exchange information
• Do anything that is lawful which will help it to fulfil its aims

Membership

1. Membership of the Group shall be open to any person over 18 or any organization, living or located in the East Midlands area who is interested in helping the Group to achieve its aims, willing to abide by the rules of the Group and willing to pay any subscription agreed by the Management Committee.
2. Membership shall be available to anyone without regard to gender, race, nationality, disability, sexual preference, religion, or belief.
3. Every individual member and each organisation shall have one vote at General Meetings.
4. The membership of any member may be terminated for good reason by the Management Committee, but the member has a right to be heard by the Management Committee before a final decision is made.

Each member organisation shall appoint a representative to attend meetings of the Group and notify the Group’s Secretary of that person’s name

Management Committee

1. The Officers of the Management Committee shall be the Chairperson, the Treasurer, and the Secretary.

2. The Group shall be administered by a Management Committee of the Officers and not more than 2 other members elected at the Group`s Annual General Meeting (AGM).

3. The Management Committee shall meet at least 3 times a year.

4. The Chairperson shall Chair all meetings of the Group.

5. A proper record of all meetings shall be kept and uploaded onto an online platform.

6. Changes to the constitution can be made at these meetings.

7. If committee members have a conflict of interest, they must declare it and leave the meeting whilst the matter is discussed/decided.

8. The Management Committee may make reasonable additional rules to help run the organisation. (These rules must not conflict with the constitution or the law)

9. Voting at Management Committee meetings shall be by show of hands. If there is a tied vote, then the Chairperson shall have a second vote.

10. The Management Committee may by a two-thirds majority vote and for a good and proper reason remove any member (not officer), provided that person has the right to be heard before a final decision is made.

11. The Management Committee may appoint another member of the Group as a Committee member to fill a vacancy provided the maximum number is not exceeded.

Duties of the management

The duties of the Chairperson are to:

• chair meetings of the Committee and the Group
• represent the Group at functions/meetings that the Group has been invited to
• act as spokesperson for the Group when necessary

(b) The duties of the Secretary are to:

• take and keep minutes of meetings
• prepare the agenda for meetings of the Committee and the Group in consultation with the Chairperson
• maintain the membership list
• deal with correspondence
• collect and circulate any relevant information within the Group

(c) The duties of the Treasurer are to:

• supervise the financial affairs of the Group
• keep proper accounts that show all monies collected and paid out by the Group

Financial Management

1. Any money obtained by the Group shall be used only for the Group and will be paid into an account operated by the management committee.

2. Any bank accounts opened for the Group shall be in the name of the Group.

3. A current record of all income, funding, grant applications and expenditure will be kept.

4. The treasurer will distribute copies of updated financial reports at every committee meeting.

5. Any cheques issued shall be signed by the Treasurer and one other nominated official.

6. Payments to be made to a member of the Management Committee to fulfill the organisation’s aims and objectives, including keeping it running must be agreed by members of the management committee who are not the beneficiary.

AGM Meetings

1. The Group shall hold an Annual General Meeting (A.G.M.) in the month of January.
2. All members shall be given at least fourteen days’ notice of the A.G.M. and shall be entitled to attend and vote.
3. The business of the A.G.M. shall include:

1. receiving a report from the Chairperson on the Group`s activities over the year
2. receiving a report from the Treasurer on the finances of the Group
3. electing a new Management Committee and
4. considering any other matter as may be decided.

N.B Meetings will be in person unless extenuating circumstances mean they need to be virtual.

Special General Meetings

A Special General Meeting may be called by the Management Committee to discuss an urgent matter.

The Secretary shall give all members fourteen days’ notice of any Special General Meeting together with notice of the business to be discussed.

All members shall be invited to attend and vote.

N.B Meetings will be in person unless extenuating circumstances mean they need to be virtual.

Dissolution

The Group may be dissolved at any time if agreed by two-thirds of those members present and voting at any General Meeting.

In the event of dissolution, any assets remaining after all debts have been paid shall be given to another Group with similar aims.

Alterations to the Constitution

Any changes to this Constitution must be agreed by at least two-thirds of those members present and voting at any General Meeting.